Short Explanation Letter
[YOUR NAME]
[YOUR COMPANY ADDRESS]
[YOUR COMPANY NUMBER]
[YOUR EMAIL]
[DATE]
[RECIPIENTS NAME]
[RECIPIENTS COMPANY NAME]
[RECIPIENTS COMPANY ADDRESS]
Dear [RECIPIENTS NAME],
I am writing to provide clarification regarding the issue that was brought to your attention last week. Please allow me to explain the circumstances surrounding the matter.
On [SPECIFIC DATE], an unexpected event caused a disruption in our usual operations. This resulted in [SPECIFY THE ISSUE], e.g., "a delay in processing customer orders". Immediately upon recognizing the problem, our team took the
following actions:
Assessed the extent of the delay.
Informed all relevant stakeholders.
Implemented corrective measures to mitigate the impact.
The situation was resolved by [END DATE], and we have since taken steps to ensure that such disruptions will not occur in the future. These measures include [LIST MEASURES], e.g., "upgrading our processing software".
We apologize for any inconvenience this may have caused and appreciate your understanding and support as we continue to improve our services. Should you have any further questions or require additional information, please do not hesitate to contact me directly.
Thank you for your attention to this matter.
Sincerely,
[YOUR NAME]
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